If the written notification of cancellation is received before 1700 GMT on 22st February 2019, 75% of the registration fee will be refunded. If written notification of cancellation is received before 1700 GMT on 7th March 2019, 50% of the registration fee will be refunded. We regret that no refunds will be made for cancellations received after this date however an alternate delegate can be named to replace the original. Please see also the previous section relating to alternate delegates. The cancellation will not be effective until a written acknowledgement from the organiser is received.
In the case of over-payment or double payment, refund requests must be made in writing and sent to the organiser, by email, no later than 14th April 2019. Refunds will be sent after the close of the conference and will be made in the same form as the original transaction. For original payments made by bank transfer the cancellation notification must indicate a bank account to which a refund may be remitted. Any bank charges incurred in making a refund will be deducted from the sum refunded.
Credit will not be given for non-attendance at the event, or early termination of attendance.
Cancellation of the Conference
In the event that the conference cannot be held, or is postponed due to events beyond the control of the conference organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.
Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.
Data Protection and Sharing of Contact Details
The Organiser will collect and store all personal data for the preparation and execution of City Health Conference. Data protection is warranted in accordance with relevant data protection legislation in the UK.
In order to facilitate border entry and visa applications, the Organiser will share contact details of delegates with Ukrainian authorities as required by law.
In addition, KAC periodically share contact details of delegates with third parties that may use these details to contact delegates regarding activities at the conference or other communications that may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate on the registration form.
Filming and audio-recording
The conference organisers welcome commercial and non-commercial media coverage of the event including film, photographic, and audio recording. However, filming and audio recording (excluding photography using small equipment such as mobile phones) in the session rooms is only by express permission of the organisers and should be done in an unobtrusive manner that does not impede the proceedings for participants. Unless otherwise agreed in writing, copyright in all images and recordings in the session rooms becomes joint copyright of the person or organisation making the recording and the conference organisers. No film, images, or audio-recordings taken anywhere in the conference venue may be used in any commercial advertisement without the agreement of the organisers and those who appear in such media.
The organisers are aware of the need for good research. However, no participant may use attendance at the conference as an opportunity to collect data directly or indirectly, overtly or covertly on participants or the event without the express permission of the organisers and the informed consent of subjects.
Modification of the Programme
The conference organisers reserve the right to modify the programme, which is published as an indication only.
Lost Name Badges
The conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge. If a delegate loses or misplaces the name badge, a handling fee of £10 will be charged for a new name badge. Once a new name badge is produced, the lost badge will become invalid.
It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Swiss embassy, or consulate to determine the requirements and timing of their visa applications.
The registration fee minus a handling fee of $15 will be refunded after the conference if the visa was applied for in good time and proof is shown that a visa could not be granted even though all requested documents were submitted. The conference organisers will not directly contact embassies and consulates on behalf of visa applicants.
Letters of Invitation
For delegates requiring a letter of invitation, such letters will only be issued to once a delegate is registered for the conference and payment in full has been received.
The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to their attendance at the conference are the sole responsibility of the delegate.